Tender Summary: Service to Air Handling Unit

Objectives

The primary objective is to engage a qualified contractor to perform scheduled preventive maintenance and servicing of the central air conditioning plants, specifically focusing on Air Handling Units and associated ventilation systems, at RK Khan Hospital for a fixed one-year period.

Scope of Work

The contract mandates a structured maintenance programme comprising four scheduled visits over twelve months:

• Quarterly Minor Services: Two routine visits focused on inspection, cleaning, and condition reporting.
• Semi-Annual Major Services: Two intensive visits that encompass all minor service tasks plus the mandatory replacement of return air filters and deeper component servicing.

Services will be delivered across multiple hospital departments and plant rooms, including labour wards, casualty, administration, pharmacy, physiotherapy, CSSD, and kitchen facilities. The scope covers air handling units, extraction units, fresh air ventilation units, condenser units, cassette units, and local chiller plants.

Technical Requirements

Bidders must comply with the following technical and operational specifications:

• Maintenance Tasks: Inspection and cleaning of cooling coils, assessment of V-belts and fan motor bearings, electrical system checks, airflow switch verification, filter washing, and thorough cleaning of plant rooms and equipment.
• Reporting: Submission of detailed written reports documenting all faults encountered. Any additional repairs identified must be quoted separately and require client approval.
• Standards & Materials: All materials and components must hold South African Bureau of Standards (SABS) approval. Testing or calibration equipment must display the SANAS logo.
• Warranty & Timeline: All work carries a three-month guarantee from the date of completion. Contract commencement must occur within two weeks of receiving the official order.
• Site Conditions: The hospital remains fully occupied during service delivery. Contractors must conduct pre-bid site inspections, enforce all safety protocols, and continuously supervise their personnel.

Skills and Qualification Requirements

To ensure technical competence and regulatory compliance, bidders must provide the following credentials:

• Industry Registration: Mandatory registration with the South African Refrigeration and Air Conditioning Contractors Association (SARACCA) or an equivalent recognized HVAC industry body.
• Construction Industry Development Board (CIDB): Minimum grading of 1ME for mechanical engineering works.
• Experience: Documentary proof of prior experience in maintaining industrial-scale air conditioning systems.
• Compliance Documentation: Valid Broad-Based Black Economic Empowerment (BBBEE) certificate, sworn affidavit, SARS PIN, VAT registration (if applicable), and active Central Supplier Database (CSD) verification.
• Personnel: Deployment of professional, qualified tradesmen to execute all maintenance activities.
• Procurement Preferences: Evaluation follows an 80/20 preference point system, allocating 20 points to enterprises manufacturing or producing goods within KwaZulu-Natal province. Bidders must formally claim these points using the official preference form.

Explanation of Key Terms: SANAS (South African National Accreditation System) ensures that testing and calibration equipment meets internationally recognized quality standards. CIDB 1ME is the foundational entry-level grading for mechanical engineering contractors, indicating basic capability in HVAC maintenance works. The 80/20 preference system is a standard South African public procurement model where 80% of the evaluation score is allocated to price competitiveness and 20% to specific socio-economic development goals.